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Board of Selectmen Meeting Minutes

Any and all corrections to the following minutes will be made at the 04/21/05 Board of Selectmen's meeting and are considered unapproved until then. Corrections will be noted in the minutes of that meeting.

MINUTES - REGULAR MEETING - BOARD OF SELECTMEN
APRIL 7th, 2005
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Dan DeWalt, and Patricia Halloran.
Absent: Priscilla Cotton and Gary Katz
Also Present: Millard Martin, Gunther Garbe, Christopher Williams, Edward Druke, Sr., Steve Jones of Kindle Farm Children's Services, Kurt Bostrom as Road Foreman and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman P. van Loon at 6:31 p.m.

4. UNSCHEDULED MEMBERS OF THE PUBLIC
A. Millard Martin was present to show photos of recent flooding of his property by the Smith Brook, just beyond the W.W. Building. The town will contact the state about what can be done. A hydraulic study may be needed. Rick Wilson also lost some property along the Smith Brook from the recent heavy rains.
B. G. Garbe, of the Planning Commission, asked about the key policy of the town for committee members. Each committee has one key only for getting into the Town Office for meetings. (See also AA Report Item #4.)

2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)
G. Katz reviewed the contents of his Road Commissioner's report. None of the items required any action by the Selectboard.
2. B. ROAD FOREMAN'S REPORT - (No written report was submitted)
(1) Kurt has taken pictures of the roads with the recent flood damage. He has also met with Paul Gould, District #2 Technician, to review the damage. The damage estimate is for between $50,000 and $60,000.
(2) The bridges have been checked. It was suggested that stones be put around the abutments of some bridges to protect from scouring.
(3) The 12"culvert on Mayer Road (TH#40) has been replaced with an 18" culvert. There was quite a bit of damage to the road.
(4) Timson Hill Road (TH#41) which also was impassable for a short while, has had two loads of gravel put on and has been regraded.
2. G. OTHER ROAD BUSINESS
(1) Motion was made by P. Halloran and seconded by D. DeWalt to have the Selectboard sign the grant application for Town Highway Emergency Funds to assist the town with the costs for the recent flood damage of April 2 & 3. Unanimous. Photos will be identified and a list of damages, labor and equipment per road will be compiled.
(2) A letter has been received from Neal Carter and Carol Gallagher regarding a culvert near their property that is not functioning properly. Kurt will look into the matter.
(3) Motion was made by D. DeWalt and seconded by P. Halloran to have the Selectboard sign the grant application with the state for Town Highway Class 2 Roadway Program for the paving of a portion of Depot Road (TH#2) and Grimes Hill Road (TH#5). Unanimous.

2. C. EXCESS WEIGHT PERMITS
There was discussion about increasing the maximum excess weight limit allowed in Newfane from 60,000# to 80,000# for a truck and a trailer. The weight is distributed over a wider span. Local area towns will be contacted about what they do on this matter. If a change is made this year, those who have existing permits that are good until March 31, 2006, will be notified.
Motion was made by P. Halloran and seconded by D. DeWalt to approve the following Excess Weight Permits as listed with Cardinal Freight Carriers being denied:

Contractor Vehicle Weights Certificate of Insurance
Anderson Excavating
2 axle @ 46,000# Okay Yes
  3 axle @ 60,000# Okay
 
  4 axle @ 60,000# Okay  
Eilers Bros. Trucking
3 axle @ 60,000# Okay Yes
  4 axle @ 69,000# Reduced to 60M#  
  5 axle @ 80,000# Denied  
  6 axle @ 90,000# Denied  
Barrows and Fisher Oil
2 axle @ 33,000# Okay Yes
  2 axle @ 33,000# Okay  
Cardinal Freight Carriers, Inc. 3 axle @ 80,000# Denied Yes
    Unanimous.


2. D. ACCESS/RIGHT OF WAY PERMITS - No action taken.
2. F. DISCUSSION OF NEW TRUCK SPECIFICATIONS
K. Bostrom provided the Selectboard with specifications for the purchase of a new Tandem Truck to replace 1996 Ford L-9000. C. Williams expressed his reasons why he believes that the town does not need a tandem truck. K. Bostrom has spoken with other towns who have tandem trucks and they are able to haul almost twice as much gravel, which saves time, fuel and manpower. The Selectboard will discuss the matter at the April 21st meeting.
2. E. DISCUSSION OF FLOOD DAMAGE
E. Druke spoke of the Smith Brook flooding and the need to have it looked into about what can be done to help reduce the problem. Anything that needs to be done will have to be approved by the state as the brooks belong to the state. Floyd Roberts of VTrans District #2 will be contacted about a possible hydraulic study of the area of Smith Brook from the Crispe residence to below WW Building. Stream banks need to be stabilized. (See also 4. A. above)

3. SCHEDULED MEMBERS OF THE PUBLIC
A. KINDLE FARM CHILDREN'S SERVICES, INC. - GRANT
Steve Jones of Kindle Farm Children's Service, Inc. Was present to ask for community support for their application to be submitted to USDA Rural Development for the purchase of the property known as the Onyon Farm located on VT Route 30, from Robert Bursky. Motion was made by D. DeWalt and seconded by P. Halloran to support the USDA Rural Development grant application for Kindle Farm Children's Services, Inc. to purchase the Onyon Farm from Robert Bursky and to have Chairman van Loon sing the support letter on behalf of the town. Unanimous. 5. OLD BUSINESS
A. NEWFANE TRAFFIC ORDINANCE - No action.
B. PERSONNEL POLICY - No action.
C. FOLLOW-UP LIST
The Board in the past has had a Goals and Objectives list that they have kept on hand to review from time to time to keep on top of things that need to be taken care of or keep an eye on.
P. van Loon has compiled a beginning list of potential follow-up items to keep track of:
1. John Spence improvements onto Baker Brook Road (TH#19).
2. So. Wardsboro Rd (TH#1) improvements to be done with assistance from A.S. Clark.
3. Intersection of Radway Hill Road (TH#4) and River Road (TH#15) improvements.
4. Incorporating the Tower Ordinance into the Zoning Bylaw.
5. Follow-up on the recent state bridge reports.
6. Williamsville Hall - Overhang above the lift and exit on the eastern level of the middle floor.
7. Stone wall repair on the Nopper property adjacent to the covered bridge.

5. D. OTHER OLD BUSINESS
(1) The Selectboard discussed reconstituting the Traffic Calming Committee with specific goals to accomplish if possible. It was suggested that representatives from the villages of South Newfane, Williamsville and Newfane be represented on the committee. The members of the Aold@ Traffic Calming Committee will be contacted to determine if they are still interested in continuing to serve in that capacity. The committee will be appointed at the Selectboard meeting of April 21st. An organizational meeting of the Traffic Calming Committee will be set for May 2nd at the Williamsville Hall beginning at 7:00 p.m.

6 A. APPOINTMENTS
(1) LELAND & GRAY NEWFANE REPRESENTATIVE - No action.
6. B. SCHEDULE MEETINGS WITH BOARDS, TOWNS AND AGENCIES
(1) Board members discussed Law Enforcement issues. The Board would like to meet with Lt. Anderson of the Vermont State Police at some time in the future. There was also some discussion about the possibility of paying the Windham County Sheriff's Department a flat monthly fee as other towns are doing. At the time of the contract renewal for the next fiscal year, the Board will discuss that possibility.
(2) At the recent Planning Commission Reorganizational meeting, they will be meeting on a regular basis on the second the fourth Tuesday of each month. In the near future, there will be a joint meeting of the Planning Commission and the Board of Selectmen regarding the update of the Town Plan. A public forum and public input through a possible survey, would be useful in updating the plan.
6. C. OTHER NEW BUSINESS
(1) D. DeWalt questioned an open burning situation on Dover Road (TH#2). The Assistant Health Officer, the area Fire Chief, Steve Jones and/or the Windham Solid Waste District should be notified.
(2) D. Clarkson would like to have the Selectboard have a town ordinance to require that there by no ATV activity in the area of the Class 2 wetlands on Cushing Flats Trail. The Board would like to review the VLCT model ordinance and would also like to consider a town wide ordinance rather than just for one specific area.

7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)
A. Item #3 - Motion was made by P. Halloran and seconded by D. DeWalt to grant permission to the Marlboro Morris Ale Association to close a portion of West Street and Church Street on Sunday, May 29th from 5:00 to 7:00 p.m. for the Morris dancers. Unanimous.
B. All other items were information and did not require any action by the Selectboard.

8. MINUTES
Motion was made by P. Halloran and seconded by D. DeWalt to approve the minutes of the Organizational Meeting of 03/02/05, as written. Unanimous.
Motion was made by P. Halloran and seconded by D. DeWalt to approve the minutes of the Special Meeting of 03/11/05, as written. Unanimous.
Motion was made by D. DeWalt and seconded by P. Halloran to approve the minutes of the Special Meeting of 03/21/05, as written. Unanimous.
Motion was made by D. DeWalt and seconded by P. Halloran to approve the minutes of the Special Meeting of 04/04/05, as written. Unanimous.

9. CORRESPONDENCE
A. There will be at Windham Superior Court hearing on May 26th on the matter of Progressive Insurance and J. Gray. VLCT is handling the legal issues for the town.
B. The cost of a 2-yard trash container from Reed and Sons which is dumped once-a-week is $75.00 per month. Selectboard members agreed to have a container be placed at the Town garage site.
C. The town has received information regarding grants from George D. Aiken Rural Fire Protection for dry hydrants. A copy of the information has been given to the NewBrook and South Newfane/Williamsville Fire Departments.
D. A Project Review sheet has been received from District #2 Environmental Commission regarding the proposed veterinary clinic on VT Route 30.

10. PAY ORDERS
Motion was made by P. Halloran and seconded by D. DeWalt to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
03/23/05 Payroll $ 3,044.71
03/30/05 Payroll $ 3,682.26
04/06/05 Payroll $ 3,546.51
04/08/05 Payroll $ 2,783.80
04/08/05 Acct.'s Payable #19 $ 33,855.27 Unanimous.
IRS Electronic Federal Payroll Tax Payments
03/23/05 $ 1,640.37
03/30/05 $ 967.51
04/06/05 $ 1,104.28

11. EXECUTIVE SESSION - IF NEEDED
No matters came before the Selectboard that required the need of an Executive Session.
12. ADJOURNMENT
Motion was made by D. DeWalt and seconded by P. Halloran to adjourn the Regular Meeting of the Board at 9:23 p.m. Unanimous.

Doris A. Knechtel
Administrative Assistant
Newfane Board of Selectmen

Posted: Town Clerk's Office, Newfane Store, Williamsville General Store, and South Newfane General Store & Deli.
www.newfanevt.com


ROAD COMMISSIONER'S REPORT - 03/31/05

1. Hunter Brook Bridge
Kurt and I looked at the structure of the Hunter Brook Bridge. The Town has a deal with the gravel operator that he is supposed to take care of the ridge because of his regular overweight operations. The bridge need attention. Kurt and I recommend that the Board send a letter to the operator specifying what needs to be done and by when. Kurt can provide details.

2. Bio-Diesel Workshop
The Vermont Bio-Diesel Project is conducting a workshop on June 8 at the Vermont Law School in South Royalton. Kurt will plan to attend. Please ask Maureen to take care of registering him.
3. Other Items
A. Kurt mentioned that our salary level for Road Foreman might be slipping in relation to other towns in the area. I asked him to get specific figures from the other towns to share with the Board.
B. The recent flooding damaged some private bridges in Town. So far, Town bridges seem to be okay. Ed Druke's Emergency Management Committee looked at the damage and alerted the appropriate State office. While the Committee was assessing the damage it meant that two members of the Road Crew were tied up and not able to be doing regular work for the Town. The Board might want to explore with the Committee, Todd and Mike, and Kurt when it is necessary for both Todd and Mike to be involved in these efforts and when one rather that both cam take care of the responsibilities so that the Road Crew isn't short-handed in emergency situations.

Gary Katz, Road Commissioner


To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: April 7, 2005

1. The Williamsville Hall has been cleaned by Janet Hoffman. Looks good!

2. There are four Excess Weight Limit permits to be review and approved and/or denied by the Selectboard.

3. The Marlboro Morris Ale Association has asked for permission to close a portion of West Street and Church Street on Sunday, May 29th for massed show dance of the Morris dancers from 5 - 7 PM.

4. Does the Board want to consider a key policy for the number of keys to be given out for the Town Office to various committees? Currently, there seems to be only one per those committees meeting at the office.

5. It appears that for the recent flood damage in Newfane, the Board will need to apply under the Town Highway Disaster Assistance program. (See information in your packets.) Kurt has reviewed the damage with Paul Gould of District #2. Information is being compiled for each road. Kurt indicated that the estimate of damage is in the neighborhood of $60,000.

6. I have been looking into prices for the cost to replace some of the town's computers. The Zoning Administrator's computer needs to be replaced before the end of the fiscal year.

7. Kurt has completed a Town Highway Class 2 Roadway Grant Application that needs to be signed by the Board. Does the Board also want to apply for funds through the structures program?

8. Patsy Bemis, Town Auditor from Dover, is willing to do the audit of the Newfane Delinquent Tax information that was transferred from Shelbajean to Marshall during the week of April 18th.


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